RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
CITY MANAGER
DATE:July, 2015
RETENTIONItem
No. RECORD SERIES TITLE
AND CONTENTS
OFFICE STORAGE TOTAL
2022
Proposed,
If Different
COMMENTS
RETENTION CODES: AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination A/F = Destroy after microfilming CU +# = Current Year plus years as indicated L = Life VHC CODES: V = Vital H = Historical C = Confidential
LEGAL RECORDS
1 City Attorney memoranda and legal opinions S+2 - S+2 n/a copies 2 Appeals (Copies) CL+3 - CL+3 n/a copies
3 Litigation Files (Copies) CL+2 - CL+2 n/a copies
ADMINISTRATIVE and MISCELLANEOUS RECORDS
4 Correspondence
Chron Files;
General/Public;
Controlled;
Reports;
Subject Files
Reproduction/printing requests; and
Correspondence not attached to agreement
or project file
CU+2 - CU+2
2 years Correspondence – On City-Wide
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
CITY MANAGER
DATE:July, 2015
RETENTIONItem
No. RECORD SERIES TITLE
AND CONTENTS
OFFICE STORAGE TOTAL
2022
Proposed,
If Different
COMMENTS
RETENTION CODES: AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination A/F = Destroy after microfilming CU +# = Current Year plus years as indicated L = Life VHC CODES: V = Vital H = Historical C = Confidential
5 Departmental Policies and Procedures S + 5 - S + 5 Min, 2 years On City-Wide (some may not be superseded) 6 Department Projects, Programs, Events, Issues,
Activities
CU+2 - CU+2 Min, 2 years On City-Wide
7 Electronic Mail 10 days - 10 days
(Depends
upon
Content of
e-mail)
If Content Substantive, Follows retention for the records series (e.g. a Harassment compliant would be sent to HR, and kept for the retention period of a Harassment Complaint.
If Content NOT Substantive, When No Longer Required
On City-Wide, Correspondence
8 Equipment Files
Owners Manuals;
Service/Maintenance;
Purchase Information; and
Correspondence/Back-up Data
T+2 - T+2
n/a Copies or not City records
9 California State
Governor's Office/Planning and Research
Other State Agencies
CU+2 - CU+2
n/a Copies or not City records
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
CITY MANAGER
DATE:July, 2015
RETENTIONItem
No. RECORD SERIES TITLE
AND CONTENTS
OFFICE STORAGE TOTAL
2022
Proposed,
If Different
COMMENTS
RETENTION CODES: AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination A/F = Destroy after microfilming CU +# = Current Year plus years as indicated L = Life VHC CODES: V = Vital H = Historical C = Confidential
10 Riverside County CU+2 - CU+2 n/a
11 Local Government Agencies including Indian Tribes CU+2 - CU+2 n/a 12 Federal Agencies CU+2 - CU+2 n/a
13 Organization Files
Civic Organizations, Homeowners
Associations
Professional Organizations
CU+2 - CU+2
n/a
\\GDQ-FS01\CompanyShare\APPS\WPDATA\CATH\0001\RECORDS RETENTION SCHEDULES\2015 - City Manager Records Retention Schedule (06.17.15).doc